Swansea University (“the University”) is collecting and recording the contact details of individuals who make use of certain premises as outlined in the Welsh Government Guidance https://gov.wales/keeping-records-staff-customers-and-visitors-test-trace-protect, to support NHS Wales COVID-19 Test, Trace and Protect. Your contact details will be used to enable NHS Wales to contact you should you have been in the premises around the same time as someone who has tested positive for coronavirus. Contacting people who might have been exposed to the virus is an important step in containing any spread.

Reasons for data collection

In order to assist in the containment of the virus, the University will only share your data when it is requested directly by NHS Wales, for use in the track and trace scheme. Further information on the NHS Wales track and trace scheme is available on the website:  https://gov.wales/keeping-records-staff-customers-and-visitors-test-trace-protect

Type of data collected

Along with the date and time of you entering a premise, we will collect the following personal data if applicable and if not already collected in line with everyday operations:


  • The names of staff who work at the premises.
  • A contact telephone number for each member of staff.
  • Staff email address
  • The dates and times that staff are at work.

Students and visitors

  • The names of students or visitors.
  • A contact telephone number for each student or visitor, or for the lead member of a group of people.
  • Student email address
  • Date of visit and arrival and departure time.

Your health information will not be requested or stored.

Lawful basis for collecting this data

Under data protection law, GDPR Article 6(1), the University has a number of lawful bases that allow us to collect and process personal information. Where we are legally obliged to collect this data in line with Welsh Government requirements, our legal basis will be Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject. The University will rely on Article 6(1)(f) to collect entry data to premises where it is in the legitimate interests of the University to ensure the safety of all of our staff, students and visitors on campus.

Data retention

Your personal data will be retained only for the purposes stated in this privacy notice and will be held by the University for no more than 3 weeks (21 days).

Who receives your information?

The University will only share this information with NHS Wales Test, Trace, Protect Service when required to support the contact tracing process.

Your rights

Data protection legislation provides individuals with a number of different rights in relation to their data. For further details on your rights please see: https://www.swansea.ac.uk/about-us/compliance/data-protection/your-rights/  

Complaint procedure

If you are unhappy with the way in which your personal information has been processed you may in the first instance contact the University Data Protection Officer at dataprotection@swansea.ac.uk.

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: -

Information Commissioner’s Office,

Wycliffe House,

Water Lane,